Recruitment keeps track of the jobs you are filling and the people who apply. You post a vacancy, record each applicant, move them through shortlisting, interview and offer, and when you hire someone the app creates their staff record for you.
- Where HR → Recruitment
- Who can use it Anyone whose role includes Recruitment.
Post a vacancy
- Click Post Vacancy.
- Type a Title, for example Mathematics Teacher. This is the only required field.
- Add a Department and a Description if you like.
- Click Post Vacancy. You go back to the list, where the new vacancy shows as Open.
The cards at the top count your open vacancies, all applicants, and every vacancy you have ever posted.
Record applicants
- On the vacancy’s row, click View Applicants.
- Click Record Applicant. A short form opens under the list.
- Enter the Name (required), and a Phone and Email if you have them.
- Click Save Applicant. They join the list with the status Applied.
Applicants are typed in by staff. There is no public application form.
Move an applicant along
Each applicant’s row only shows the buttons for their next step, so you can’t skip ahead.
| Current status | Buttons you see |
|---|---|
| Applied | Shortlist, Reject |
| Shortlisted | Mark Interviewed, Reject |
| Interviewed | Make Offer, Reject |
| Offered | Hire, Reject |
| Hired or Rejected | None |
When you click Shortlist, a box asks for an Interview Date (optional). Pick a date, or leave it blank, then click Shortlist. The date shows in the Interview Date column.
Hire someone
- Make sure the applicant is at Offered, then click Hire.
- Type their new staff number, for example STF-0042, and press OK.
- Enter the probation period in months (it starts at 3). Leave it blank for no probation.
- A message confirms the hire, and the applicant shows as Hired.
The new staff record uses the applicant’s name, phone and email, the vacancy title as their position and its department, today as their hire date, and the probation end date worked out from the months you entered. Open Staff or Teachers to fill in the rest.
Staff numbers must be unique. If the number is already in use, the hire is refused and nothing changes. Try again with another number.
Close or delete a vacancy
- Close marks the vacancy Closed once you’ve filled it. Reopen brings it back. Its applicants stay either way.
- The bin icon deletes a vacancy, but only if no applicants have been recorded against it. Otherwise you’ll see a message saying it still has applicants; close it instead.
Good to know
- You can’t edit a vacancy’s title or description after posting, or edit an applicant’s details, from this screen.
- Rejected and hired applicants can’t be moved back to an earlier step.
- The first word of the applicant’s name becomes the staff member’s first name, and the rest becomes their last name. Check this on the new staff record.
- Hiring doesn’t create a login. Give the new staff member access from Users.